Emergency Action Plans

Emergency Action Plans

Is your agency prepared for a workplace emergency? Does your agency have an Emergency Action Plan (EAP) in place? Do your employees know escape routes and the locations of fire extinguishers and first aid kits?

Since the events of Sept. 11, 2001, these questions have been on the minds of people all over the United States. The Occupational Safety and Health Administration (OSHA) has taken steps to clarify and define what is required under "Means of Egress and Emergency Action Plan," Subpart E (29 CFR 1910.35 – 29 CFR 1910.38).

It is important that your agency administrators understand the provisions of OSHA’s Emergency Action Plan requirements and take steps to develop and implement a plan for your workplace. In addition to helping employees evacuate safely in an emergency, a plan will also help you to avoid possible OSHA citations or civil liabilities in the event of an emergency-related injury (Preparing for Workplace Emergencies, 2001).

“The Emergency Action Plan mandates are different than other standards because it is not specific to states, regions, or industry types.” This standard applies to all employers, with additional record keeping requirements placed on employers with 10 or more employees on payroll. “While many of the OSHA standards are industry specific, the Means of Egress standard specifically requires that all Emergency Actions Plans conform to the provisions outlined in Subpart E.” (Preparing for Workplace Emergencies, 2001). A good overview of the essential components of an EAP is available at: http://www.osha.gov/SLTC/etools/evacuation/index.html

The following is a summary of the primary elements that agencies must establish when implementing a workplace evacuation plan. (Preparing for Workplace Emergencies, 2001). Please refer directly to the OSHA standard for more specific information: 20 CFR 1910.38, Emergency Action Plans

All exits must be clearly marked with exit signs and employees must be directed to keep the exits clear at all times and not blocked with any materials or debris. The Means of Egress standard also requires that all building exits and escape routes be properly illuminated.

Dial 911 or internal emergency number, and/or
activate building alarm system. Take into consideration
that if your telephone system requires an access number
to reach an outside line, that access number must be dialed
to reach a 911 operator as well; for example, "9-911."

"Procedures for emergency evacuation, including type of
evacuation and exit route assignments"

Who is authorized to order an evacuation

Under what conditions an evacuation would be necessary

How to evacuate

What routes to take

"Procedures to account for all employees upon evacuation"

Designated employees to sweep areas, checking offices
and rest rooms before being the last to leave a workplace

Conducting a roll call in the assembly area.

Designate an "evacuation warden" to assist others in an
evacuation and to account for personnel.

"Procedures to be followed by employees performing rescue
or medical duties"

A system for training employees on the provision of the plan

Individual roles and responsibilities

Threats, hazards and protective actions

Notification, warning and communications procedures

Means for locating family members in an emergency

Emergency response procedures

Evacuation, shelter and accountability procedures

Location and use of common emergency equipment

Emergency shutdown procedures

"The name or job title of every employee who may be contacted by employees who need more information about the plan or an explanation of their duties under the plan."

Training

Agencies are required to train a sufficient number of individuals to help assist with evacuation procedures. "Written procedures should be reviewed with all employees upon implementation of the plan, when employee responsibilities change or if there is a revision to the plan itself. The standard also requires that a sufficient number of adequately trained personnel be available at the agency at all times during business hours." (Preparing for Workplace Emergencies, 2001). And remember: If training is not reinforced it will be forgotten. Consider retraining employees annually.

Recordkeeping

A copy of your agency’s Emergency Action Plan must be kept at the workplace and made available for employee review. These records can be used to show proof in the event of an inspection or emergency-related injury that a plan has been implemented. (Preparing for Workplace Emergencies, 2001).

Floor Plans / Evacuation Maps

The appendix to Subpart E of the Mean of Egress standard states that "the use of floor plans or evacuation maps which clearly display escape routes should be included in the emergency action plan." These maps should include locations of fire extinguishers, emergency exits, first aid kits and assigned routes of exits. For an example, review information at (Preparing for Workplace Emergencies, 2001): OSHA Sample Floor Diagrams

Note: If remodeling or renovation has been conducted in your agency, make sure that evacuation plans and floor maps have been updated to reflect these changes.

Alarm System / Evacuation Procedures

Each agency should have a method of communication to notify employees that evacuation procedures have been activated in the event of an emergency. OSHA recommends that evacuation drills be conducted as part of the agency’s safety plan (Preparing for Workplace Emergencies, 2001).

Shutdown Procedures

When employees must remain behind to care for essential operations, a list of detailed procedures to be performed must be developed. Many times these essential employees will be the last to evacuate the site (Preparing for Workplace Emergencies, 2001).

Your agency can help protect employees by posting evacuation maps in the workplace, developing and implementing Emergency Action Plans into your daily culture and documenting the Emergency Action Plan efforts as part of your Agency’s EO 52 response.